Databases

Understanding the Quickwork. Quickwork is a no-code, API-based SaaS platform with pre-integrated apps to automate business workflows.

Databases help to store self-created columns and rows with custom data filled as per business requirements. These rows and columns are stored in a collection. A collection is referred to as a cross-reference table that allows you to look up (search) for the most frequently used data in a journey.

As the organization of data in Quickwork's database collection is similar to the prototype of other databases, you can search for entries within a specified table by matching the data in one or more columns.

For example, you want to sync all the common records between Airtable and Google Sheets of a specific table. However, the ID of record A in Google Sheets will have a different ID for record A in Airtable.

To ensure unambiguity among both these accounts, you will need to match the common record IDs from Google Sheets to the corresponding IDs in Airtable. In the following example, any Google Sheets entries coming in with the ID 326 will be written into Airtable under the ID 645:

Figure 1: A collection with record IDs and record names

Limit

A database can have unlimited collections. Each collection can have up to 10 columns comprising unlimited row entries.

Setting up the collection

There are two ways to perform CRUD operation on entries in a collection of a database:

  1. Through the user interface

  2. Using the Databases by Quickwork connector

Using the interface

Go to your Quickwork account, click the Tools menu and select Databases from the drop-down menu. The Databases window will show all the collections you have created:

Figure 2: The Databases window

If you are yet to create, your Databases window would be a blank screen. Click the Create a new collection button. A new collection will be created with a default table name and two default columns. Click the edit icon to rename the table name as per your choice. Click the Edit collection button to add/remove the columns. Refer to the following GIF to understand the complete flow:

Figure 3: Creating/editing a collection/record

Adding a new record

To add a new record to a collection, click the Create a new record button. The text field will appear beneath each column allowing you to add data. Add the data of your choice and hit the Enter key to save it:

Figure 4: Adding a new record

Editing and deleting the records

To edit the records, simply click on the record data. A text field will appear where the records can be edited. Then press the Enter key to save.

Each record row has the delete icon associated. Click it to delete a particular row of records. To delete all the records of a collection in one go, click the horizontal ellipses and click the Delete all records button:

Figure 5: Editing and deleting the record(s)

Using the connector

The Databases by Quickwork connector allows you to work with your collections via journeys. This connector supports the following actions:

  1. Add record

  2. Lookup record

  3. Search record

  4. Update record

  5. Delete record

  6. Truncate table

Let's perform the operations on the existing Sample collection previously used as an example.

Add record

This action allows you to add a new record to an existing collection. You can use this action as record-injection to the collections:

Figure 6: Adding a record

Lookup record

The Lookup record action allows you to search for an existing row in a collection by any of its values. The lookup entry action behaves like a search endpoint and retrieves a single entry. The first matching entry depends on the values passed in. If you have duplicate entries in your collection, only one entry will be retrieved. Look at the Sample collection with the duplicate entries:

Figure 7: The table with duplicate entries

Now, if we configure the Lookup record action and try searching a duplicate record using First Name, then only one record will be returned in the response:

Figure 8: The Lookup record action

If we simply specify the table name in the Lookup record action and keep the table column fields empty, records present in the last row of the table will be returned in the response.

Search record

The Search record action works similarly to the Lookup record action. The primary difference between them is that the Lookup record action returns a single entry whereas the search record action returns all the records present in the table:

Figure 9: The Search record action

This action will also display the table columns fields just like the Lookup record action. If you specify the values to the table columns fields, this action will execute similar to Lookup record and will return the rows matching the specified value.

Update record

This action updates an existing record present in the collection. This action requires a Record ID of a collection for mapping and performing the update operation. You can retrieve the Record ID from actions such as Search record, Add record, and Lookup record:

Figure 10: The Update record action

Delete record

Deletes an existing record in the specified collection by using the Record ID:

Figure 11: The Delete record action

Truncate table

Instead of deleting all the records one by one from the collection, the Truncate table action deletes all the records from the specified collection in one go. Once the table records are deleted, they cannot be retrieved:

Figure 12: The Truncate table action

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